EXECUTIVE ASSISTANT

Job Title

EXECUTIVE ASSISTANT

Location

Washington DC, Navy Yard - DC US (Primary)

Job Description

Job Title: Executive Assistant, Senior

Work Location:

Naval Sea Systems Command

1333 Isaac Hull Ave SE, Washington, DC 20376

Work Remotely:

No

Employment Type: Full Time; Direct Hire

Position will support the NAVSEA 05 Chief of Staff Support executive front office providing overall administrative, clerical and data analyst support within a technical office environment of 100+ people.


Duties

• You will assist the Executive Directorate with monitoring, updating, and managing their calendars, schedule appointments and meetings based upon knowledge of workload and matters of current importance.
• You will assist with organizing conferences and meetings (recurring and non-recurring) including coordinating time, location, attendees, and logistical requirements.
• You will arrange schedule of events, and notify directorates involved when there are visitors to the command as well as requesting audio-visual support for scheduled briefs, and ensuring equipment is set up when needed.
• You will assist in the review, coordination, and completion of administrative actions that require the Chief of Staff's (CoS) approval.
• You will review and ensure these actions from across the staff are accurate, completely reviewed, and consistent with CoS's policies and objectives.
• You will prepare and submit travel authorizations, ensuring that travel and lodging, and commercial transportation accommodations are arranged accordingly, also preparing and submitting travel vouchers supporting the CoS.
• You will maintain the Chief of Staff Tasker system on portal and monitor all action items and inform for the Directors on status when requested.
• You will review incoming correspondence designated for the Executive Directorate and coordinate action items, correspondence, and requirements with staff members.
• You will ensure that directors and special assistants are notified of commitments made by the Executive Directorate and that these commitments are implemented.
• You will respond to incoming correspondence, regulation directives and screen correspondence to determine which items they can be personally complete and which items require attention of other department members.
• You will provide a variety of administrative support essential to the operation of the Executive Directorate, to include civilian/military personnel administration, physical and data security, and general administrative management functions.
• You will greet command visitors including high-ranking military officers and civilian members and verify appropriate security measures are in place ( e.g. JPAS, security badge, etc.)
• You will assist the Protocol Officer in the set-up and arrangement for distinguished visitors, meetings, briefs, and conferences.

Qualifications

Specialized experience must demonstrate the following:

• Experience providing travel management support functions (i.e. input for fiscal year travel budget, preparing orders, scheduling travel, making travel arrangements and verifying travel vouchers, per diem and allowance policies, foreign entry, etc.) utilizing the Defense Travel System (DTS) and according to DoD Joint Travel Regulations.
• Experience coordinating, managing, and administering complex and sensitive administrative duties in support of upper-level management to include scheduling, task management and correspondence.
• Experience utilizing MS Office Suite (Outlook, Word, Planner, PowerPoint, etc.) and the Command Tasker System (CTS) for scheduling and monitoring management and staff activities and to produce office correspondence i.e., reports, charts, spreadsheets, coordinating meetings, briefings, and conference notes in compliance with the Navy Correspondence Manual.
• Experience establishing administrative priorities including maintaining effective records and administration files for a department or organization, Status of Positions, Awards, Etc.).
• Experience with coordination and protocol guidance and assistance in relationship to distinguished visitors or ceremonies involving the Commanding Officer, Executive Officer, and Executive Director including setting up meetings, scheduling conference rooms and basic security measures for distinguished visitors.

Job Requirements

Mandatory Skill Requirements:

This position requires a dynamic, independent and trustworthy person able to work with minimal direction to accomplish broad objectives and conformance to policy. The successful candidate will meet the following qualifications:

• Strong organizational skills lending to simultaneous professional management of multiple tasks.
• Knowledge and ability to operate full suite of Microsoft Office software. Typing correspondences, memorandums and developing spread sheets
• Knowledge of Navy correspondence, formats and guidelines

Security Clearance: This position requires a current U.S. Department of Defense (DOD) SECRET security clearance and employee must maintain eligibility and adjudication at the SECRET level.

Education/Equivalent:

Fifteen plus years of experience with the DoD Desired: Bachelor's degree in a management related area


Travel Required: No

Clearance Requirement